Our concerts provide a chance to develop your skills as producers as well as performers. These skills will be enormously useful when you're out in the world and making your own concerts happen.
The key, as in everything, is to begin preparing EARLY, and being THOROUGH.
Your efficacy and teamwork in following these instructions are significant factors in determining your grade!
All Tasks require Team coordination and adherence to the posted schedule.
❏ Tasks in Red = All are RESPONSIBLE; plan early to collaborate
❏ Use this checklist to make sure Tasks are completed thoroughly and on time:
*designates Team Leader
1. POSTER/FLYER DESIGN Virginia*, Katya, Katie.
Coordinate poster/flyer design, printing with Design|Media Arts
This Task is the most time-sensitive and critical!
Programs and Publicity Teams depend on this Task being fulfilled accurately, thoroughly, and on time.
❏ Discuss deadlines, concept
❏ Discuss finances of color vs. b&w, quantities (e.g. 30@11x17)
❏ Ask Designer: print at Broad? Confirm Yes/No
❏ Inform Designer that we need designs sized for 1) Printed Posters (portrait or landscape) and 2) Video Monitor (landscape)
❏ Inform Designer of the following Video Signage Guidelines:
-Image must be JPG or PDF file format
-Orientation: Landscape (16:9)
-Resolution 720 pixels (1280 x 720) or 1080 pixels (1920 x 1080)
-Composer/Titles text must be prioritized and legible on our monitors
(c. 6 ft above eye level and viewed from c. 20 ft. away)
❏ Invite Designer to observe a class
❏ WEEK 4: Gather and submit rough poster text for Designer. Must include:
❏ "uclaFLUX [Year/Fall/Winter/Spring] Chamber Music Concert" ❏ Day/Month/Year/Time
❏ [Venue] in Schoenberg Music Building
❏ Composers' Full Names (provide info from blog) ❏ Composition Titles
❏ "FREE" ❏ "Presented by the Herb Alpert School of Music"
❏ HASoM logo: Ask me for it and I will provide
❏ WEEK 5: ❏ Confirm and re-confirm with GC that all Info on Poster files is updated, accurate, and final
❏ Proofread Poster text, N.B. any last-minute changes
❏ WEEK 6: Deadline to receive Digital Poster files (3) from Designer
❏ Request that Designer send, clearly labelled as:
1) Lo-res (for web/email)
2) Hi-res (for print)
3) Video Monitor Slide
❏ Send 1) and 3) above immediately to Publicity Team
❏ Send 2) above to Program Team to use on Printed Program cover
❏ Send ALL files to GC for archiving
❏ Request short Designer Bio/Statement, send to GC to post on blog like this
❏ Discuss individual contribution ($3–5) with GC for Designer honorarium + Print reimbursement
❏ WEEK 7: Print 30+ Posters
❏ Ask Designer to post a few in Broad Art Building
❏ WEEK 8: In coordination with Publicity Team:
❏ Get permission from Front Desk to post Posters in SMB, covering all three floors
❏ Bring one to Music Library to post
❏ Tape one on GC studio door: B627
❏ Post others around SMB and on campus
❏ Collect student and GC contributions
❏ WEEK 9: Settle finances with designer, attach a thank-you note to payment
2. PUBLICITY Alisa*, Kaya,
❏ WEEK 6: Request final Graphic and Video Monitor slide from Poster Team for HASOM monitors, Emails, Facebook Event
❏ Confirm that all Info and Graphics are updated and final
❏ Email Video Monitor Slide, requesting that it get posted on the School calendars, to:
communications[at]schoolofmusic.ucla.edu
RKelban[at]schoolofmusic.ucla.edu
robertbaker[at]schoolofmusic.ucla.edu
aordonez[at]schoolofmusic.ucla.edu
❏ cc. GC
❏ WEEK 7: Create Publicity campaign
❏ Compile "Complete Info" = "uclaFLUX[Fall/Winter/Spring/Year] Chamber Music Recital," Date, Time, [Venue] in Schoenberg Music Building, FREE, Composers' Full Names, Work Titles, Performers (take from the Blog)
❏ WEEK 8:
❏ Obtain the finished graphic from Poster Team
❏ Create Email campaign with Lo-res Graphic and Complete Info ❏ Get GC approval
❏ Create Facebook Event using Graphic and "Complete Info," like this. ❏ Get GC approval
❏ Post on Facebook and invite everyone you know
❏ Arrange with Poster Team to get permission from Front Desk to post posters
❏ Bring one to Music Library to post
❏ Tape one on GC studio door: B627
❏ Post others around SMB and on campus
❏ WEEK OF CONCERT: Email all Listserves
Music:
musicstudents@lists.ucla.edu
musicgradstudents@lists.ucla.edu
musicfaculty@lists.ucla.edu
Musicology:
musugrad@lists.ucla.edu
musgrad@lists.ucla.edu
musfac@lists.ucla.edu
Ethno:
donnaa@arts.ucla.edu
ethnostudents@lists.ucla.edu
ethnogradstudents@lists.ucla.edu
Music Industry:
musindfac@lists.ucla.edu
musindstudents@lists.ucla.edu
Staff:
musicstaff@lists.ucla.edu
3. PROGRAMS Matheo,
❏ WEEK 4: Ask GC for Week 6 program note deadline
❏ Email deadline and instructions below to class to get everyone going
❏ WEEK 6: Target date for all groups to submit print-ready Printed Program info.
Program Notes are due by email to uclaFLUX@gmail.com by the stated deadline.
Submit as a WORD or DOCS file to permit my edit suggestions
a. ❏ Program LISTING (Above your program note)
Clearly list:
❏ Composer ❏ Composer dates (if living, use "b. 1960" not "1960 – ")
❏ Title ❏ Year of composition
❏ Movement titles
❏ Performer names (in "score order"), ❏ Instrument(s)/role
b. ❏ Program NOTE:
Group members collaborate on single, original program note.
This must be a group effort, not that of one individual.
Program Notes must show research, insight, be in your own words and in excellent English.
❏ Foreign diacriticals, if any, must be included and accurate.
❏ In the body of the Program Note text, italicize work titles
❏ Movement titles go in quotation marks, non-italicized
c. ❏ Program Note AUTHORS:
Below your Program Note, name the group members as Authors
Revisions will be requested continually until final approval.
The fewer typos, content, and grammar issues I must address, the better your group grade will be.
Two examples of first-rate Program Notes:
https://nyphil.org/~/media/pdfs/program-notes/1920/Unsuk-Chin-Su.pdf?la=en
https://nyphil.org/~/media/pdfs/program-notes/1920/Glass-King-Lear-Overture.pdf?la=en
d. ❏ Submit final approved text as a WORD or DOCS file (not a PDF!), so the Program Team can copy/paste/assemble the Program.
❏ WEEK 8: Ask GC for concert order, intermission, credits.
❏ Create an attractive Program, like this
❏ Proofread carefully with a Program Team colleague
❏ WEEK 9: Submit “print-ready” Program and Program Notes to GC for approval
❏ Print one (1) copy and give to GC
❏ Create a QR code
❏ Print 4 hard copies of QR code. Post strategically at hall entrance
4. RECORDING/PHOTO DOCUMENTATION Alisa*,
❏ WEEK 3: Contact and book recording engineer Luis Henao.
❏ WEEK 8: Arrange still-photo documentation of concert
❏ WEEK 10: Post 1-2 photos of each ensemble to Blog, like this
❏ Get link to the recital video and share with GC
❏ Email the class and GC once photos are posted to Blog
5. KEYBOARD INSTRUMENTS (a non-Task)
❏ WEEK 1: Confirm piano tuning for concert with our piano tech staff
❏ WEEK 8: Poll all keyboard players about page turners
❏ Confirm page turners for all who require one
6. STAGE MANAGE DRESS/PERFORMANCE Mingye*, Alaina,
❏ Week of Concert: Remind GC to bring stage setup sheet to Dress Rehearsal and post on Stage Door
❏ Day of Concert: all ensembles complete diagram on Stage Door sheet
❏ During Concert: All help Stage Team to set up swiftly for your piece, and after for the next group
❏ After Concert: Help return Popper to original condition, lights out, etc.
7. RECEPTION Ian*,
❏ WEEK 7: Create potluck food/drink/utensils list
❏ Email class to solicit providers of reception fare
❏ Send reminders, assign if necessary
❏ On Concert Night: Set up food and drink
❏ All pitch in to return Reception area to original condition
